How does the Salesforce Integration work?

The Salesforce integration consists of two different types of data as it relates to volunteer information that can be synced back to Salesforce (1. People, 2. Participation Data). See a description of the Virtuous Volunteer - Salesforce Integration, as well as how we map out our syncing of data with the Volunteers for Salesforce (V4S) tool.

People

Virtuous Volunteer People = Salesforce Contacts

Each Virtuous Volunteer user has specific contact data associated with their account. This is biographical information like their first name, last name, email address (unique identifier), phone number, etc. that the user inputs when they create their Virtuous Volunteer account.

There are two ways to sync your data from Virtuous Volunteer to Salesforce:

1. Importing from Salesforce to Virtuous Volunteer

   1. When you setup the integration through our Setup Wizard, you will get to select a couple of settings as far as who you want to import, when to import them, etc. so that you can launch the integration and get people started.
   2. You can choose to enable a 2-way sync on these users in order to keep data synced up in both systems when a Virtuous Volunteer user updates their information in Virtuous Volunteer. (Note that this will update data in Salesforce, so if you want to avoid this make sure to turn off the sync).
      1. You can select individual Contacts to Import
         1. You will see three segments in the Users list.
            1. Imported (users who have been imported).
            2. Pending (users who are waiting until the next API sync to be imported to Virtuous Volunteer).
            3. Not Imported (users who exist in Salesforce but have not been selected to be imported to Virtuous Volunteer).There are two ways to select contacts to import from Salesforce in to Virtuous Volunteer:
      2. Select Salesforce Campaign Members (Group of Contacts) to Import
         1. 1. The list of Salesforce Campaigns will display in the list. Simply select a Campaign and Virtuous Volunteer will keep that Campaign of Contacts up to date in Virtuous Volunteer, even when you add new Contacts to the Campaign in Salesforce (syncing happens every 15 minutes).
               1. There is an option to map Campaign Members from Salesforce to Virtuous Volunteer Groups so that you can copy the same structure in both Salesforce and Virtuous Volunteer. 

2. Data Exporting/Syncing back to Salesforce from Virtuous Volunteer

   Enabling Syncing allows you to automatically send data from Virtuous Volunteer to Salesforce regardless of if you have imported them into Virtuous Volunteer. Keep in mind that if you did not import the user into Virtuous Volunteer, there is a good chance that a duplicate would be created in Salesforce for the user.
   1. Enable Custom Syncing
      1. When you toggle on Custom Syncing Virtuous Volunteer user's contact data will start syncing back to Salesforce. You can see more info here: Salesforce Integration Data Documentation (Field Mapping)
      2. If you wish to edit the default mapping, simply change the data mapping tool from the defaults however you would like. There are several to choose from, and you can even create a custom value to send along with the People data that is going back to Salesforce.
   2. Enable V4S Integration
      1. When you toggle on the V4S Integration Virtuous Volunteer user's participation data will start syncing back to Salesforce. By default, the participation data will be mapped to Salesforce in the format found below in the Participation Data section of this article.
   3. Manual Export
      1. At the bottom of the Sync/Export Data tab, you will notice a Gear Icon that says Start Export. At anytime you can start a manual export to sync over data from Virtuous Volunteer to Salesforce. You may want to do this if you have not launched the integration, your integration has been disc disconnected for any reason, or if have not enabled syncing yet but want to get a dump of data sent over via the integration to Salesforce.
         1. The Manual Export will send over all User Data by default. If you have enabled the V4S Integration, that data will send over Participation data as well as contact data on a Manual Export.

Participation Data

We created a special integration with Volunteers for Salesforce to allow you to maximize the Virtuous Volunteer-Salesforce integration with the great reports and analytics you can create in Volunteers for Salesforce.

When V4S is enabled, the below data will be created in the Salesforce V4S after a Virtuous Volunteer Opportunity (with Date/Time or Anytime Serving Dates) is created so that contacts in Salesforce get volunteer opportunity and participation data updated to the V4S reporting that you can do inside of Salesforce.

Virtuous Volunteer Campaigns (grouping of Opportunities) = Salesforce Parent Campaigns
Virtuous Volunteer Opportunity (grouping of serving dates) = Salesforce Campaign
Virtuous Volunteer Serving Dates = Salesforce Shifts

Note that a new Volunteer Campaign, Volunteer Job, or Volunteer Shift in Salesforce will be created for each event that takes place in Virtuous Volunteer.

If you would like to see more about Volunteers for Salesforce, visit here: https://help.salesforce.com/articleView?id=000317276&language=en_US&type=1&mode=1